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DailyDiary

Keeping project records, including the preparation, assembly, and preservation of such records is
considered one of the most important duties and responsibilities that the Engineer delegates to the
Inspector.

Diariesarekepttoprovideacompletenarrativepictureoftheproject,coveringboththenormalwork
processesandanythingunusualthatmighthaveoccurredontheproject.Thediaryisusedtodocument
workprogress,siteconditions,laborandequipmentusage,andthecontractorsability(orinability)to
perform his/her work, and can provide valuable information necessary to accurately reconstruct the
eventsoftheprojectinpreparationofaclaim.Itisacollectionpointformanyoftheprojectspertinent
facts arrange in any chronological order. It may show: how questions were answered, how problems
weresolved,andunusualconditionspertainingtoworkingdayscharged.Inmaintainingthesereports,
projectpersonnelmustbeconsistentinrecordingtheeventsandactivitiesonthejob,particularlythose
relating to claims or potential claims. Daily diaries are the key to claims avoidance and mitigating
damages.Itisalsoavailableforreferencelongaftertheworkiscomplete.

Failure to record an event carries with it the implication that the event did not occur or was
insignificantandthreatensthecredibilityoftheentirelog.

Thediariesanddailyorotherreportsaremeanttosupplementeachotheranddonotneedto
containidenticalinformation.
Thediariesandotherreportsarepublicrecordandmaybeusedincaseoflitigation.
Includeonlyfactualinformationinthem.
Minimize personal remarks, which may not be factual, about operations or personnel of the
Contractor, Agency, or other organization. Such remarks may be used to demonstrate the
inspectorwashostileanddidnotbehaveinamannerconsistentwithgoodfaith.
Allentriesshouldbeclear,neat,andmostimportantly,legible.
SummarizekeypointsofanydiscussionofworkactivitieswiththeContractor.
Bespecific.

EachtechnicianassignedtoasupervisorypositionorasInspectorofamajorphaseofacontractsuchas
grading, bridge, or street inspection is encouraged to keep a diary. An Engineer or Project Supervisor
exercisingsupervisionofaprojectneednotmaintainadailydiary;however,entriesshouldbemadein
an Inspector's diary whenever an event occurs that is likely to require personal involvement later.
Diariesmustbekeptforeachseparatecontracteventhoughtheremaybetwoormorecontractswithin
the same general area that involves the same contractor and engineering personnel. The diaries will
become an important part of the project records if the project is subjected to audit, investigation, or
litigation.To beeffective, allentriesshouldbeaccurateand conciseyet complete enoughsothatthe
writer can recall the events early. No personal opinions or editorial comments are to be made in any
diarythatisapartoftheprojectrecords.

Alldiariesaretobekeptinboundfieldnotebooksorinanapprovedelectronicformat.Eachbookisto
belabeledandindexedbutpagesneednotbenumberedsinceallentriesaredated.Labelthecomplete

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setofdiariesuniformly;placetheproject,highway,andcontractnumbersonthefrontcover,together
withotherinformationindicatingthescopeandcontentsofeachbook.

Entriesaretobemadeeachdaythe diaristisonorinvolvedwiththeproject. Theentryforeachday

must be dated. Note all critical changes at the time of change. Entries should be referenced to the
appropriatestationingorotherconvenientreference.

Whentheprojectissmallorwillonlyrequireaminimumamountofstaking,supervisionorinspection,
allentriesmaybemadeinonebook,whichwillbeknownastheprojectdiary.

Engineer'sDiary/ProjectDiary

The Project Engineer is responsible for ensuring that a Project Diary is kept current for every
constructioncontract.TheProjectEngineermaydelegatetheresponsibilityofkeepingtheprojectdiary
to the Chief Inspector. The Project Diary is a recorded collection of events, data, occurrences,
instructions, situations, circumstances, and work performed each day during a construction project.
Dataiscollectedoneveryphaseofworkperformedbyacontractor,subcontractor,orutilitycompany.
Recorded information must be clear, detailed, accurate, complete, and objective. Anyone reading the
Project Diary should be able to comprehend the project status and determine work performed. The
ProjectDiaryshouldbeusedtorecordallmattersofimportancewhicharenotcoveredbyotherroutine
reportsormaycontainarecordofroutinemattersifthecircumstancesareunusual,conferenceswith
theContractor,agreementsmade,specialnotesregardingequipmentororganization,laborconditions,
weather or other causes for delays if of any consequence, and any other matters that might have a
bearingonthecompletionoftheproject.

Entriesthatmayprovehelpfulinclude:

Weatherconditionsaffectingoperationsandtemperaturerange.Identifydayswhencrewswere
senthomeorwereunabletoworkduetoweatherorfieldconditions.
Contractors work force, equipment, and hours worked. Describe inefficient operations and
poorlymaintainedequipment.
Description of major construction activity. Include locations and approximate quantities.
Descriptionofanyextraordinaryworkbeingperformed.
Controllingitem(s)ofwork.
CommentsontheprogressofoperationsascomparedtotheContractorsapprovedschedule.
Suspensionsandresumptionsofcontractoroperations.Causesanddatesshouldberecorded.
Utility operations. Report on their progress, conflicts with contractor operations and any
resultantdelays,andqualityofworkmanshipasitaffectstheproject.
Summary of significant conversations. Include orders to the contractor, especially those
pertainingtoworkschedule,workmethods,materials,orpayment;directionsandadvicefrom
supervisor, and discussions with FHWA representative, property owners, local officials, and
utilityandrailroadrepresentatives.
Reportsofmeetingsandconferences.Recordallsourcesofdisputeandsubsequentdecisions.
Commentsonconstructionsafetyhazardsandcorrectivemeasures.

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Unusual or materially different physical working conditions from those expected under the
contract. Record all significant information about the working conditions, progress of work,
working force, equipment and materials, which would be of value should the contractor file
claimsforextracompensation.
DisagreementswiththeContractoroverworkqualityorperformance,includingrejectedwork
ormaterialsandreasons.
Delays,difficulties,accidents,utilitydamages,andotherunusualconditions.
Laneclosures,trafficdisruptions,etc.
Days charged and days worked. If no day is being charged, the reason for lost time days or
periodswhennoworkisinprogressornoworkwasaccomplishedandreasonswhy.
Describe factors or conditions that may hinder the Contractors operations and cause delays.
Also,includethetimeofsuspendingorresumingworkandexplanations.
Significantinformationonotherworkoperationsifnotrecordedinaseparatefieldinspection
diary.
Majordiscrepanciesinthecontract.Necessarychangesandsubsequentactionstakentocorrect
thesituationshouldberecorded.
Workormaterialsrejectedandwhy.

Inspector'sDiary

Each Inspector who is charged with the responsibility of reporting a construction activity must keep a
daily diary. Ordinarily, separate diaries should be kept for such major construction items as grading,
bridge, base and surfacing construction; for plant production of aggregates, concrete and bituminous
mixtures and for specialty items such as fencing, lighting and signing. These, however, depend on the
sizeandscopeofthecontract.Inanyevent,allconstructionoperationsmustbecoveredwhetherina
singlediaryorinseparatediaries.Whenthecontractoroperatesonamultipleshiftbasistheentryfor
eachsucceedingshiftismadeinthesamediaryunderthedateonwhichtheshiftstarted.TheInspector
oneachshiftisresponsibleformakingandsigninghis/herownrecord.
The inspector's daily diary should include a record of the day's happenings, contractor activity on the
project, instructions given the contractor, and extra work order agreements made. Daily diaries can
assumelegalimportance.

If a diary is lost, stolen, or otherwise misplaced, a new diary should be started immediately. The first
entryinthereplacementdiaryshoulddocumenttheconditionsrelativetothelossoftheoriginaldiary
andthencontinuewiththeusualdiaryentriesfortheremainderoftheproject.

Inspectors should include in their diaries all decisions made and all actions taken each day, material
recordandprogressestimatesandotherinformation,whichmightbeofassistanceincaseofdispute.
Whenoneindividualmakesallentriesinadiary,astatementtothiseffect,alongwiththatindividual's
signaturemaybeplacedonthefrontpageofthediary.Otherwise,thepersonmakingtheentrymust
signeachseparateentry.

Entriesthatmayprovehelpfulinclude:

Weatherconditionsandhowtheyaffectoperations

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Contractorforces,equipment,materialsused,andhoursworked.
Detailed description of work, including location, sizes, quantities and methods, the quality of
workmanship,difficultiesencounteredandmethodofcorrection.
Percentofdelays,reasonsforthedelaysandsubsequentcorrectionsbythecontractor.
Inspection checks, tests and samplings. Material accepted on visual inspection or material
rejected.
Informationastotime,materials,workingforceandequipmentusedforauthorizedextrawork,
i.e.,claims,forceaccount.
InstructionfromMn/DOTrepresentatives.
Instructionsgiventothecontractor.
Requestsfromthecontractoranddispositionofthoserequests.
Contactwithpropertyowners,utilities,thepublic,andothers.
Contractorcompliancewithspecifications.

Remembertodateeachpage(includeyear)andsigneachentry.

ThediaryshouldbeturnedintotheDistrictOfficeuponcompletionofthecontractwork.

ForProjectswithUtilityAgreements

DocumenttheUtilitycompanystime,workforce,equipmentonthediary;thisreplacesthedailyUtility
Report. Document any overtime worked by Utilities. The Utility company may be added to the diary
similartothemethodusedtoaddContractors.

SurveyChief'sDiary

SurveyChiefsmaykeepadiary.Iftheydo,itshouldincludeabrieflistingofthesurveycrewactivitiesfor
each day, indicating the progress of staking operations, difficulties encountered, contact with the
contractor, any resetting of stakes necessary, and other information indicating the sequence and
adequacyofconstructionsurveying.

Also included, along with the date, weather, and temperature data, should be the names of the
individuals working in the survey party each day. The person making the entry must sign each daily
entry, unless one individual makes all entries in which case that person should sign the diary on the
frontpage.

CriticalPathManagement(CPM)ProjectsWeeklyDiaryandWorkingDayDocumentation

Projects that utilize 1803.1 CPM Special Provisions and their accompanying modifications to Special
Provisions1804,1806and1807willnotberequiredtosubmitaWeeklyDiaryorStatementofWorking
Days to the contractor, nor be required as part of the finals package. It is still advisable to maintain
projectrecordsdocumentingconditionsthataffectworkinaDailyDiaryorDailyReport.

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PhotographyasDocumentation

Should the project ultimately become immersed in a dispute, job photos can serve as an important
elementinthepresentationoffactssurroundingthedetailsofaclaim.

Youmaybeaskedtorecalldetailsofwhatyousawatthesitesomemonthsoryearsafterthesitevisit.
Nothing will refresh your memory as well as a good photograph. Photographs provide excellent
evidence,andareoneoftheleastchallengedtoolsusedtodocumentacase.

Take a lot of pictures. The most common problem is too few photographs. Photographs should be of
highqualityandshouldillustratethefactsofthesiteasaccuratelyaspossible.Knowwhattheissueis
thatyou'retryingtodocument.Photographicdocumentationshouldtellthestorywithaslittleneedfor
narrativeaspossible.

Remember,sizeanddistanceofobjectsinphotographscanoftenbedeceiving.Thinkaboutincludinga
reference pointinyourphotographsaperson,anotebook,apen,orrulerareexamplesofcommon
objectsthatcangiveasenseofscaletootherobjectsinthepicture.Remembertoothatphotographs
canalsodistortorunderstateconditions.Trytobeobjectiveinmakingyourvisualrecord.Itishelpfulto
takeaseriesofphotosfromvaryingperspectivesasdescribedbelow.

Establishareference:Takephotosfromadistancetoestablishperspective.Showthesubjectin
referencetooneormorepermanentlandmarks.Ifhelpful,showthecompassorientationofthe
subject.
Mediumshots:Takemultiplephotostodepicttheobjectoreventincontextoftheimmediate
surroundings.Shootaseriesfromallangles.
TightorDetailshots:Focusontheissueunderreview;photosshouldidentifythespecificitem
oreventinquestion.

TypeofCameraandPhotographicMedia

Thefollowingtypesofcamerasareacceptableforuseinthefield:

Digitalcamera.
35mmstillcamera.
Videocamera.

Do not use a Polaroid camera to document case evidence. Polaroid photos are not very useful for
evidentiarypurposesbecausetheycanteasilybeenlargedorduplicatedwithquality.

InstructionsforTakingPicturesand/orVideo

Photographs/videosshouldbetakenfromtheperimeteroftheareaintowardthecenterinincreasingly
close shots. Be sure to capture all objects and markings thoroughly so they can be identified later.
Pencils,rulers,pens,andsimilarfamiliarobjectsevenapersoncanprovideareferencetothesizesof
objectsintheframe.

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Importantnotes:

Usenaturallightwhereverpossible,evenifyoumustusefastfilm.
Nevervideotapeaviolationscenewiththerecordingmicrophoneturnedon.Itiseasytoreach
erroneous conclusions, make other verbal mistakes, or make disparaging or prejudicial
commentsduringalivenarration.Thevideoshouldbesupportedbylivetestimonylaterinthe
case without any taped comments that conflict with sworn testimony. Remember you cannot
erasetapedverbalerrors.
Beawarethatyoumayneedpermissiontorecordsomeone.

IdentificationofPhotos/Videos

Identifyinginformationmustbewrittenonthebackofeachpicture(forprints)and/orina"photolog"
(foralltypesofcameras).

Documentationshouldincludethefollowing:
Typeofcamera,film,and/orvideoequipmentused.
Date/timethepicture/videowastaken.
Filmroll/framenumber(for35mmstillcameras).
A brief description of the photographs location, content, or what is being documented, and
directionoftheviewdepictedinthepicture.Namesofindividualspresentwhenthepicturewas
takenandtheirplaceofemploymentandposition.
Lightconditionsand/orweather.
Person'snamewhotookthepicture(s)andhis/hersignatureorinitials.
Chainofcustodyonthephotographsorvideo.

StorageofPhotographs/Videos

Prints and negatives keep with the photo log in the field staff file. Photos should NOT be
attachedtosheetsofpaperwithtape.
DigitalphotofilescopytoaCD/DVDmarkedwiththedate/locationandkeepwiththephoto
log in the field staff file. Backup copies can be kept in a secure electronic file location. This
locationshouldbenotedinthefieldstafffile.
Videotapes keep in their individual cases, marked with the date/location and keep with the
photologinthefieldstafffile.

SuggestedPhotos:

PreliminaryPhotos
Priortoconstruction,takephotosovertheentireproject.Include:
areasthatarenottobedisturbed,
areasofunusualterrain,
existingstructuresandwatercourseswhicharetobereplacedoraltered,
existingroadconditions,

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otherlocationswherechangesofinterestwilloccur.

ProgressPhotos
Asconstructionprogresses,takephotosshowing:
intermediatestagesofwork,
equipmentandadequacy,
constructionmethodsemployed,
otherindicationsofprogress.

FeaturePhotos
Duringconstruction,takephotosofallfeaturesofspecialinterestandsignificance:
specialconstructionmethods
newequipmentandexperimentations,
subsurfaceorlatentphysicalconditions

FinalPhotos
Upon completion of the project, photos should be taken over the entire project as repeats of the
preliminary photos to show the end results. Other photos should be taken as necessary to show the
completed construction at all points of interest. All repeat photos should be taken from the same
camera position as the preliminary photos so the before and after relationship will be a true
representation.

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